High level SDBIP
Review existing policy PMS rolled out to
lower levels Reviewed policy Adopted policy Annual performance
evaluations MM Implement a PMS
Steering Committee
Performance reviews undertaken
TOR for PMS Steering Committee
Minutes of PMS meetings
Annual performance evaluations
MM Develop a PMS roll out
plan Quarterly reports Roll out plan
developed Roll out plan adopted Annual performance evaluations
MM Develop and monitor
SDBIP
Annual SDBIP
developed SDBIP developed Quarterly SDBIP
reports
Annual performance evaluations
MM
Performance reviews Quarterly SDBIP
reports
Performance review minutes
Adoption of performance review recommendations
Performance rewards and evaluation challenge mitigations
implemented MM
IGR policy developed IGR policy adopted
MM IGR Meeting scheduleMinutes of IGR
meetings MM
To mainstream HIV &
Aids prevention into all infrastructure projects
Adopted and implemented mainstreaming strategy
Developed and adopted mainstreaming
strategy
The district has a mainstreaming
strategy
Develop mainstreaming
strategy
Adopted and implemented mainstreaming policy
HIV & Aids interventions in
infrastructure
projects MM
To co-ordinate HIV &
Aids efforts through the HIV & Aids Council
Working HIV & Aids Council
HIV & Aids Council Meeting
Established HIV &
Aids Council
Council meeting
schedule Meeting minutes Co-ordinated delivery programme
MM To promote HIV & Aids
and TB awareness
Decrease in infection rates
Annual awareness
programme Infection rate ? Annual awareness campaign
Minutes of awareness campaigns
Decrease in infection rates
MM Integrated plans
HIV & Aids
Outcome custodian
Monitoring &
Evaluation systems
To have a transparent and performance driven organisation
Ensure that a M&E system including PMS is developed and applied for all
staff
A PMS policy exists.
S57 managers performance is reviewed on an annual basis.
SDBIP's are developed on an
annual basis.
Quarterly departmental reports
are submitted to council
To ensure that Intergovernmental co- operation is improved
To improve and develop IGR
structures
To have regular IGR meetings
Regular IGR meeting
schedule No IGR structures exist. No IGR policy has been developed KPA: GOVERNANCE & PUBLIC PARTICIPATION Priority Area IDP Objective IDP strategy 5 Year Target 2012 Target Baseline Input Indicator
Output Indicator
outcome Indicator
Ensure ward committees sit on a regular basis
Fully functional ward committees and CDW's
Regular meetings of ward committees
No regular ward
committee meetings Ward meeting schedule
Ward meeting minutes
Decrease in complaints about Ward Councillor
performance MM
A fully capacitated and funded communication section
* The communications unit is under staffed and under funded
Draft organogram Implemented organogram
Decrease in complaints about lack of information
MM
Fully functional and interactive website
Fully functional and interactive website
The current website is out dated and does not have interactive social networks
Website developed Weekly website updates
Increase in no of hits
MM Monthly newsletters Monthly newsletters
The newsletter is currently printed on an annual basis
Monthly newsletter
Increase in newspaper contributions
Increase in distribution
MM Annual participation
programme
Annual participation programme
No annual participation programme exists
Annual participation programme developed
Minutes of the outreach
Survey to see if awareness has been increased MM
Central information sites in each ward
Central information sites in each ward
There are no central areas where news can be made available to community members
Identification of sites Establishment of sites Decrease in complaints about lack of lack of information
MM Developed and
implemented customer care strategy
*
No customer care strategy has been adopted. 500 complaints have been received
Customer care strategy developed
Customer care strategy adopted
Decrease in customer complaints
Technical
Fully functional customer care unit
Staff engaged for customer care unit
The customer care unit is not fully functional
Draft organogram Implemented
organogram Fully staffed unit Technical To implement an
annual youth Council programme
Decrease in youth unemployment
Decrease in youth unemployment
Annual programme
% implementation of the programme Develop a youth
unemployment database
Develop a youth unemployment database
Update youth unemployment database
Develop youth unemployment data
base No of employed youth
To mentor and train youth contractors
Trained youth contractors
To mentor and train youth contractors
Identify youth contractors and mentors
No of mentored youths
No of employed contractors
Women
To implement an annual women empowerment programme
Annual women empowerment programme
Annual women empowerment
programme The women
economic empowerment structure exists but is not very functional
Annual programme % implementation of the programme
MM
To ensure that all municipal buildings are accessible
By law adoption % decrease in inaccessible buildings
MM Public participation &
stakeholder communication
Keep citizens informed of municipal programmes through outreach programmes,
newspaper articles and pamphlets
Implement a customer care strategy and implement a unit so that complaints and queries may be resolved speedily
Youth
Youth Council exists Decrease in
unemployment
To have a transparent and performance driven organisation
MM
People with disabilities
Implement a municipal building
code and bylaw
Develop a municipal building code and
bylaw
Many buildings in Senqu are inaccessible
Identification of inaccessible buildings
To ensure that all planned office and business premises are accessible Persons with disability
database To decrease
unemployment amongst people with disabilities
To decrease unemployment amongst people with disabilities
Many people with disabilities are unemployed
Database of people with disabilities developed
Database introduced to all government departments HR sections
% decrease in unemployment
Review of the supply chain management policy
SCM policy promotes SMME development
Policy review Existing policy but it is out dated
Staff training sessions Adoption of the policy Implemented policy
Fully functional scm unit
Fully functional SCM Unit
Training for SCM staff SCM Unit is understaffed and not all staff met the competency requirements
Staff assessment for competency
Staff sent for training Increased adherence to scm legislation by scm staff
Bid committees Fully functional and effective bid committees
Training for all bid committee members
Not all bid committee members meet competency levels
Bid Committee Member assessment of competency
Bid Committee Members sent for training
Increased adherence to scm legislation by bid committees and efficient completion SCM processes
Fully GRAP Compliant Asset register
Fully GRAP Compliant Asset register
Fully GRAP Compliant Asset register
GRAP compliant register exists
Asset register developed
Asset register approved
Fully GRAP compliant register
Effective Asset Management Plan
Effective Asset Management Plan
* A asset management
plan does not exist
Develop a plan Adopt plan Fully maintained assets at the correct value
Debt coverage ratio Outstanding service debtors to revenue ratio Cost coverage ratio To implement Credit
control
95 % credit collection
87% 84 % collection rate Collection rate Debt collection level Cash based budget Budget
implementation
To develop projects with implementable plans
100% 76% 71 % of the capital
budget was actually spent
Project implementation plans
% of the capital budget actually spent on capital projects identified for the year in terms of the IDP
Implemented projects identified for the financial year in question
All
KPA: MUNICIPAL TRANSFORMATION & DEVELOPMENT Priority Area IDP Objective IDP strategy 5 Year Target 2012 Target Baseline Input Indicator
Output Indicator
outcome Indicator
Outcome custodian Supply chain
management
To implement good financial management
Finance
Asset Management Finance
To ensure the financial viability of the municipality
To ensure the financial viability of the municipality by applying the Cogta prescribed ratios for debt coverage,
Cash backed budget
Cash backed budget Budget related policies are in the process of being reviewed
Adoption and implementation of Budget related policies
Cash backed budget
Finance By law adoption % decrease in
inaccessible buildings
MM
KPA: FINANCIAL MANAGEMENT & VIABILITY Priority Area IDP Objective IDP strategy 5 Year Target 2012 Target Baseline Input Indicator
Output Indicator
outcome Indicator
Outcome custodian
To have a transparent and performance driven organisation
People with disabilities
Implement a municipal building
code and bylaw
Develop a municipal building code and
bylaw
Many buildings in Senqu are inaccessible
Identification of inaccessible buildings
Develop procedure manuals
Effective and enforceable policies and bylaws
Existing procedure manual.
Updated procedure manual
Adopted procedure manuals
Decrease in non adherence to policies
All
Develop and review policies in consultation with staff, labour and management
Existing policies
To implement policies and procedures to prevent corruption
Attendance registers from policy review
To ensure a more diverse and equitably
balanced workforce To ensure compliance with employment equity targets
Review, develop and implement and employment equity plan
The Employment Equity plan is not fully implemented
Employment equity plan
No of people from employment equity target groups employed in the three highest levels of management in compliance with the approved employment equity plan
Diverse and equitable workforce
Corporate
Labour Forum
To have an effective functioning LLF &
good labour relations
LLF sits regularly LLF does not function as well as can be expected
LLF Meeting schedule LLF Minutes Decrease in labour disputes
Corporate
An effective Administration
To have an effective and efficient administration
To develop and implement policies and procedures to mitigate
against corruption Develop and review
policies in consultation with staff,
labour and management
Reviewed policies Adopted policies Decrease in non adherence to policies
Corporate
Occupational Health &
Safety
To ensure that all Senqu buildings and staff adhere to OHS legislation
Training of OHS Committee
OHS Committee does not function effectively
OHS Meeting schedule
OHS Meeting minutes Decrease in OHS legislation transgressions
Corporate
Training
To ensure that all training occurs as per the workplace skills plan
That the WSP is implemented on an annual basis
Not all staff are currently trained
WSP Committee Meeting schedule
WSP implementation Increase in trained staff
Corporate
To ensure that access to buildings
That all Senqu buildings are secure
Limited building access implemented
Building limitation access determined
Decrease in irregular building access
Decrease in unauthorised access
Corporate
To ensure adherence to the classification of information policy
To ensure that classified information is not released
Implementation of policy
Policy developed Policy adopted Decrease in unclassified information
All
To train staff on the standard filing plan
induction training on file plan
Induction training attendance registers
To acquire and install an electronic filing plan
To develop and implement an electronic document management plan
Training on the system
Building maintenance
To ensure that all municipal building are regularly maintained
To ensure that all municipal building are regularly maintained
Maintenance of buildings is done on an ad hoc basis
Identification of all maintenance defects and annual maintenance schedule
Fixing of all maintenance defects
Decrease in building maintenance complaints
Corporate
To maintain an effective contract management system
To ensure that copies of all signed contracts are registered with Corporate services
A fully operational electronic contract register
Contract register developed and maintained. Directors informed when contract is near expiring. Standard contract developed
Contract register Upgraded contract register
Decrease in contract expiration
Corporate An effective
Administration
To have an effective and efficient administration
Confidential information
To have a fully integrated manual and
electronic document management system
To have a fully integrated manual and electronic document management system
Standard filing plan in place. Data is being
backed up off site.
Decrease in documentation losses
Corporate
To review the
organogram To have all the vacant and funded positions filled
Organogram is being reviewed
Job advertisements No of positions filled Complete staff compliment
All To finalise job
descriptions for all posts
Job descriptions for every post
Job descriptions don't exist for every post
Reviewed and developed new job descriptions
Signed job descriptions by all incumbents
Increase in staff performance
All
Increased staff No /% of households with access to basic level of waste removal New compactor trucks No / % of households
earning less than R 1100 per month with access to free waste removal
Increase recycling iniatives to have 1 per town
Assist the development of the Barkly East recycling iniatives
Recycling iniative at Sterkspruit & Lady Grey but struggling to operate profitably
Waste recycling awareness campaigns
Decrease in waste going to waste sites
Profitable recycling businesses
Community Services
Cemetries
Maintain & clean cemetries
Clean and maintain all cemetries in urban areas and villages around Sterkspruit
Clean and maintain all cemetries in urban areas
Cemetries are currently cleaned but not on a regular basis. Not all of the cemetries have adequate fencing
Fencing of all urban area cemetries
Increase in no of times cemetries are cleaned
Increase in compliments about cemetry cleansing
Community Services
Maintain cemetry register
Electronic cemetry register
* The current cemetry
register is manual and kept in ledgers
Procurement and implementation of electronic cemetry register
No of ledgers transcribed into new system
Decrease in query response time on cemetry inquiries
Community Services
Ensure that sufficient gravesites are available for purchase
Cemetry plan for existing and planned cemetries
Identify all existing unoccupied gravesites in all urban areas
No of identified available sites
Identification of land for new cemetries
Increase in no of sites available for sale
Decrease in waiting time for available sites
Community Services
Cleanliness
Cutting grass verges and open spaces
Increase staff so that we have a permanent team in Sterkspruit & Barkly East
* There is no
permanently employed team in Barkly East or Sterkspruit
No of new brush cutters and mowers
Frequency of cutting No of complaints received
Community Services
Maintaining existing urban sportsfields
Existing urban sites must be well maintained and in good condition
Patrick Shibane Sports ground to be upgraded
The current sport fields need to be upgraded to have lights and proper facilities for changing
and watching
Tender process completed
Upgraded Patrick Shibane Stadium
Usage of the facility Community Services Waste Management
to ensure that cost effective, appropriate and efficient services are delivered
Provide efficient and economical refuse collection and recycling services.
Increase refuse collection to 7 rural
villages around Sterkspruit
Service existing areas, Barkly East Extension, Sterkspruit
taxi rank & shopping centre
There are no licensed land fill sites. Insufficient staff and equipment.
Decrease in illegal dumping sites
Community Services
Sportsfields
KPA: SERVICE DELIVERY & INFRASTRUCTURE Priority Area IDP Objective IDP strategy 5 Year Target 2012 Target Baseline Input Indicator
Output Indicator
outcome Indicator
Outcome custodian
To have an effective and efficient administration
Organisational structure
To develop a 5 year organisational structure aligned to organisational strategy
Establishing new urban sportsfields
New urban sportsfields to meet community needs in Sterkspruit and Rossouw
Identification of new sportsfields
Sterkspruit town has many surrounding villages with no sport facilities
No of identified sites Signed SLA's with TA to utilise ground for playing fields
Community Services
Crèches
To have crèches operating in legally compliant buildings
All crèches to comply with health and safety bylaws
Identification of all non compliant crèches and measures enacted to make them compliant
Not all crèches are compliant with existing bylaws
Identification of non compliant crèches
No of rectification No of no compliant crèches
Community Services
Community halls
Building of new community halls
All wards to have at least 1 central community hall
Building of hall in Rhodes
Not all wards have a central community hall
Tender process completed
Completed hall building
Usage policy of the hall
Community Services
Maintaining the condition of existing commonages
Community Services
Leasing out the commonage
Community Services
Pounds Impounding stray
animals
Community Services
Libraries Community
Services
Erection of road signs Community
Services Maintain and construct
rural gravel roads and streets
Annual maintenance and construction of identified roads
Annual maintenance and construction of identified roads
Access roads are not all maintained on an annual basis due to funding restrictions and insufficient staff and machinery
BP for all identified road projects
% of determined budget spent on projects
Decrease in customer complaints
Maintain and construct storm water channels
Annual maintenance and construction of identified storm water systems
Annual maintenance and construction of identified storm water systems
Annual maintenance and construction of identified storm water systems
Annual storm water management plan
% of determined budget spent on projects
Decrease in blocked storm water drainage
Repair and replace traffic signage
Repair and replace traffic signage identified on an annual basis
Repair and replace traffic signage identified on an annual basis
Annual maintenance plan
Annual Maintenance plan
% of determined budget spent on projects
Decrease in customer complaints
Electricity
% /No of households with access to basic level of electricity
% /No of households earning less than R 1100 per month with access to free basic electricity
to ensure that cost effective, appropriate and efficient services are delivered
Decrease in electricity disruptions
Technical Sportsfields
Commonages
Municipal Road and storm water maintenance
Technical
Ensure the effective, efficient and economical access to electricity for all urban households not under
ESKOM
All urban households to be
under municipal supply
Supply of all current h/holds in LG,BE
Currently the h/holds excluding the former Black townships in
LG & BE are supplied
Annual operational and maintenance plan
Ensure legal compliance on networks, reporting and consumers
Less than 5 % leakage of electricity
Decrease in leakage The current leakage is …%
Annual operational and maintenance plan
% decrease in leakage
% increase in electricity collections
Ensure that the water reticulation system is kept clear of blockages and breakages
That the water reticulation system operates effectively
Annual operations and maintenance plan
Annual operational and maintenance
plan
% of households earning less than R 1100 per month with access to free basic water
% decrease in leakages and blockages
Decrease in customer complaints
Ensure that all blockages are cleared and that toilets with septic tanks are maintained
That the sanitation system operates effectively
Annual operations and maintenance plan
Annual operational and maintenance plan
% of households earning less than R 1100 per month with access to free basic sanitation
% decrease in blockages
Decrease in customer complaints
Identify and survey land for future development
Land set aside for future development for all income groups and TA permission obtained
Identification of land in all wards for all income groups
The allocation of land for housing is limited within the current urban boundaries
Identification of land for housing
Agreements signed with TA for land
Increase in housing plan approval
Ensure a fast turnaround time on approval of plans
Building plans approved within 1 week
Building plans approved within 2 weeks
The current approval of housing plans can take up to 1 month
Identification of red tape blockages in the system using the service improvement method
Implementation of SI recommendations
Decrease in customer complaints
LED
Develop and implement an LED strategy
Implement the LED strategy
Develop and adopt strategy
The LED strategy was developed in 2007 and expires in 2012.
LED strategy developed
LED Strategy adopted
No of jobs created through LED iniatives including capital projects
IPME
Tourism
Implement the Tourism Master plan
Implement the Tourism Master plan
Develop and adopt the tourism master plan
The Tourism Master plan is being developed
Tourism master plan developed
Tourism master plan adopted
No of jobs created through tourism iniatives including capital projects
IPME
EPWP Implement EPWP To ensure that all
EPWP participants learn valuable job skills
Develop and implement a EPWP Master Plan
The EPWP plan has been implemented in the past
Develop and adopt an EPWP Master Plan
Implemented EPWP No of jobs created
All Outcome custodian
To ensure that conditions are created which stimulate the growth of the local economy
KPA: LOCAL ECONOMIC DEVELOPMENT
Priority Area IDP Objective IDP strategy 5 Year Target 2012 Target Baseline Input Indicator
Output Indicator
outcome Indicator
to ensure that cost effective, appropriate and efficient services are delivered
Technical
Water and sanitation
Technical
Housing
IPME
